For Santa Clara County Districts Date: September 27, 2017 District Business & Advisory Services Judy Lee Kershaw, Director - DBAS: 408-453-6599 Bulletin: 18-006 To: District Chief Business Officers District Fiscal Directors Payroll and Human Resource Managers Charter School Administrators From: Nghia Do, Advisor DBAS Re: Refund of Fiscal Year 2016-17 CalSTRS Excess The District Business and Advisory Services (DBAS) has now received the California State Teachers Retirement System (CalSTRS) refunds for excess contributions made during FY2016-17. Attached is a listing, by district, of excess employer and member contributions as determined by CalSTRS. Excess contributions commonly occur when a member works for more than one employer or performs extra duties above the contracted days or hours, accumulating service credit in excess of one year. The service credit and contributions in excess of one year cannot be reported in the CalSTRS Defined Benefit (DB) program. These excess contributions and service credit are reported in the Defined Benefit Supplement (DBS) program at contribution rates which are lower than that of the Defined Benefit Plan. Therefore, earnings transferred from DB to DBS accounts result in an overpayment of employer and employee contribution. The table below illustrates the difference between the DB and DBS contribution rates for FY2016-17. FY2016-17 DB Contribution Rate DBS Contribution Rate Difference (Excess) Employer 12.5800% 8.2500% 4.3300% 2% @ 60 Members 10.2500% 8.0000% 2.2500% 2% @ 62 Members 9.2050% 8.0000% 1.2050% In the annual member statement, CalSTRS has notified all members who should receive a refund of excess contributions by listing the refund as a separate line item in the member s statement. In accordance with the attached report, DBAS has processed the total amount of excess employer and employee contributions due to each school district. Funds were transferred to the following fund-objects: Dependent school districts: 010-9920 Fiscally Accountable/Independent school districts: 010-9920 Charter schools: payments through Automated Clearing House (ACH)
Re: Refund of Fiscal Year 2016-17 CalSTRS Excess Bulletin: 18-006 The refund of the FY 2016-17 employer contribution expenditures should be accounted for as a revenue in the current fiscal year (CSAM Procedure 560). Districts will be responsible for re-classifying the refund of the employer contributions to an appropriate revenue object code. To further assist districts, in a separate message with the STRS refund listing, DBAS has provided Districts with the information on each s employee s current status as either active or terminated. Please confirm the accuracy of the information provided before using the data and notify me of any discrepancies. For active employees, please process the refunds in the October end of month payroll (October 31, 2017). The refund should be processed as an excess contribution, a negative amount in the deduction (PD) screen using Vol-Ded code 7460 STRS Excess Contribution. For terminated employees refunds should be processed with the November 10 th of month payroll (November 10, 2017) by setting up a penny pay line for each of these employees as follows: Create a penny (.01) pay line using Stat-Ded NNNN and AC-P-C code 00-0-0 Select YES for the option OK to pay? in Termination (TE) screen Districts can choose to process employees refunds on their own or authorize their DBAS service team to perform a mass upload of refunds to the employees QCC PD screen. Please contact the service team for more details or support on how to perform a mass upload of refunds. Whether processing refunds on your own or with authorization to the DBAS service team for support on making a mass upload of refunds to the employees PD screen, the establishment of the penny pay line for terminated employees must be performed at the district level. Refunds will be listed as a negative amount and displayed as a miscellenous item, as STRS EXCESS CONTRIBUTION on the employee s paystub Please distribute this memo within your District as deemed appropriate. 2 P age
Report Unit FY2016-17 STRS EXCESS CONTRIBUTIONS REFUND - DEPENDENT SCHOOL DISTRICTS 43107 BERRYESSA UNION ELEMENTARY SD 9,388.70 18,912.48 28,301.18 43108 CAMBRIAN SD 5,383.00 10,931.46 16,314.46 43109 CAMPBELL UNION ELEMENTARY SD 13,745.90 29,457.62 43,203.52 43112 EVERGREEN ELEMENTARY SD 13,413.17 26,268.63 39,681.80 43113 FRANKLIN-MCKINLEY ELEMENTARY SD 14,533.57 30,322.64 44,856.21 43117 LAKESIDE JOINT SD 224.95 432.90 657.85 43119 LOMA PRIETA JOINT UNION ELEMENTARY SD 2,812.67 5,639.60 8,452.27 43120 LOS ALTOS ELEMENTARY SD 8,069.76 17,217.96 25,287.72 43121 LOS GATOS UNION ELEMENTARY SD 9,585.24 18,547.96 28,133.20 43122 LUTHER BURBANK SD 1,054.91 2,047.47 3,102.38 43126 MORELAND ELEMENTARY SD 14,298.23 30,367.48 44,665.71 43128 MOUNT PLEASANT SD 5,609.51 12,244.40 17,853.91 43129 MOUNTAIN VIEW WHISMAN SD 13,329.91 29,081.09 42,411.00 43130 OAK GROVE ELEMENTARY SD 13,464.96 27,724.35 41,189.31 43131 ORCHARD ELEMENTARY SD 1,352.35 2,865.85 4,218.20 43136 SARATOGA UNION ELEMENTARY SD 3,722.57 7,415.75 11,138.32 43137 SUNNYVALE SD 17,631.26 36,736.89 54,368.15 43139 UNION ELEMENTARY SD 14,074.83 29,563.49 43,638.32 43151 CAMPBELL UNION HIGH SD 40,355.97 80,954.75 121,310.72 43153 FREMONT UNION HIGH SD 36,353.01 74,083.69 110,436.70 43156 LOS GATOS-SARATOGA JOINT UNION HIGH SD 12,322.37 24,033.04 36,355.41 43157 MOUNTAIN VIEW-LOS ALTOS UNION HIGH SD 22,048.12 44,151.14 66,199.26 43162 METROPOLITAN EDUCATION DIST 5,026.05 9,869.77 14,895.82 43175 WEST VALLEY-MISSION COM COLL DIST 99,971.73 195,650.30 295,622.03 43181 PALO ALTO UNIFIED SD 53,088.79 108,029.81 161,118.60 43183 GILROY UNIFIED SD 59,187.74 120,325.51 179,513.25 43184 MORGAN HILL UNIFIED SD 19,103.21 41,166.01 60,269.22 43185 MILPITAS UNIFIED SD 37,220.12 75,868.61 113,088.73 43188 SANTA CLARA UNIFIED SD 80,443.82 163,059.04 243,502.86 43190 SANTA CLARA COE 36,073.57 72,957.49 109,031.06 662,889.99 1,345,927.18 2,008,817.17
FY2016-17 STRS EXCESS CONTRIBUTIONS REFUND - FISCALLY ACCOUNTABLE/INDEPENDENT Report Unit 43104 ALUM ROCK UNION ELEMENTARY SD 25,922.01 54,074.15 79,996.16 43152 EAST SIDE UNION HIGH SD 113,043.14 230,153.18 343,196.32 43171 FOOTHILL DE ANZA CCD 226,313.73 445,219.09 671,532.82 43172 GAVILAN JOINT CCD 37,107.36 74,021.02 111,128.38 43176 SAN JOSE EVERGREEN CCD 125,344.51 243,182.01 368,526.52 43182 SAN JOSE UNIFIED SD 145,074.98 296,864.07 441,939.05 672,805.73 1,343,513.52 2,016,319.25
FY2016-17 STRS EXCESS CONTRIBUTIONS REFUND - CHARTER SCHOOLS Report Unit 43133 SPARK CHARTER 416.06 810.66 1,226.72 43141 BULLIS CHARTER 2,006.53 4,602.28 6,608.81 43142 LEADERSHIP PUBLIC SCHOOLS-SAN JOSE 23.40 59.45 82.85 43143 CHARTER OF MORGAN HILL 218.97 457.44 676.41 43146 DISCOVERY CHARTER 1,084.11 2,501.63 3,585.74 43147 ROCKETSHIP MATEO SHEEDY ELEMENTARY 959.10 2,936.15 3,895.25 43148 UNIVERSITY PREPARATORY ACADEMY CHARTER 2,562.01 5,198.08 7,760.09 43149 VOICES COLLEGE-BOUND ACADEMY 96.43 185.57 282.00 43158 GILROY PREP SCHOOL 113.46 300.65 414.11 43159 CORNERSTONE ACADEMY PREPARATORY 315.80 833.04 1,148.84 43165 SILICON VALLY FLEX ACADEMY 748.46 1,610.27 2,358.73 43167 ROCKETSHIP MOSAIC ELEMENTARY 190.21 624.32 814.53 43186 DOWNTOWN COLLEGE PREP-SAN JOSE USD 2,203.93 6,139.06 8,342.99 43187 DOWNTOWN COLLEGE PREP-ALUM ROCK SCHOOL 2,241.48 6,153.13 8,394.61 43240 ACE CHARTER 699.37 2,158.62 2,857.99 43252 THE FOUNDATION FOR HISPANIC EDUCATION 3,141.69 8,025.06 11,166.75 43352 SAN JOSE CONSERVATION CORPS 478.75 921.30 1,400.05 43452 ESCUELA POPULAR ACCELERATED FAMILY LEARNING SCHOOL 524.81 1,422.62 1,947.43 18,024.57 44,939.33 62,963.90